SOLGOLD PLC TRAVEL POLICY POLICY DATE APPROVED APPROVED BY TRAVEL POLICY 3 AUGUST 2012 MALCOLM NORRIS Contents Executive Summary... 2 1. International and Domestic Travel... 2 2. Safety Whilst Travelling... 2 3. Private Travel... 2 4. Travel Booking Procedures... 3 4.1. Preferred Travel Agent... 3 4.2. Travel Authorisation... 3 4.3. Preferred Airline... 3 4.4. Domestic Travel... 3 4.5. International Travel... 3 4.6. Travel Booking... 4 4.7. Payment... 4 5. Travel Benefits... 4 5.1. Frequent Flyer Points... 4 5.2. Lounge Membership... 4 5.3. Insurance... 4 6. Accommodation... 5 7. Car Hire... 5 8. Travel Associated Expenses... 5 8.1. Transport and Transfers... 5 8.2. Meals... 5 8.3. Entertainment... 6 8.4. Business Email and Telephone... 6 8.5. Laundry... 6 8.6. Tolls and Parking... 6 8.7. Excess Baggage... 7 8.8. Passport and Visa s... 7 9. Excluded Personal Expenses... 7 1 P a g e
Executive Summary This policy describes the conditions under which all travel by SolGold plc ( SolGold ) employees (including companies within the SolGold Group) must be approved, booked and paid. It applies to all travel arrangements and expenses associated with reasonable domestic and international travel. The purpose of this travel policy is to ensure that SolGold: Employees have a clear understanding of the requirements of the Travel policy and manage all travel arrangements according to this policy; Maximises its ability to negotiate discounted rates with preferred suppliers; Continues to improve its management of travel expenses; Employees are provided with the optimum levels of service at the lowest possible cost. 1. International and Domestic Travel It is Company policy for all employees to fly economy for all travel up to four hours flight time. Premium Economy or Business class for international travel and domestic flights over 4 hours is acceptable, enabling work to be conducted during the flight. 2. Safety Whilst Travelling The Company has available a safety measure for those travellers going to remote places or for the peace of mind. The initiation of this safety measure is the responsibility of the traveller to coordinate and inform people of the process. There is a separate document that is available on the website Staff Log In area that details the processes. SOS International also provide some coverage via DGR associated membership. For further details relating to this cover, please contact W. Collins. 3. Private Travel Vacations are not to be added to business trips without prior written approval from the Managing Director. At the completion of the business portion, all further additional costs such as accommodation, meals, fares, etc. are to be paid by the employee and are not reimbursable. Where the business travel is cancelled prior to departure the employee undertakes full responsibility for any cancellation fees or penalties associated with the leisure travel booked. Employees are eligible to access the Company s preferred supplier rates when booking leisure travel through the Travel Agent. 2 P a g e
4. Travel Booking Procedures Regular reviews of the Travel Agent s performance will be carried out. Complaints or suggestions for improvement are to be forwarded to your Travel Co-ordinator (Wendy Collins) for appropriate action. 4.1. Preferred Travel Agent The preferred Travel Agent for the Group is Pulse Travel. Requests for all airline, hotel and car hire bookings are to be made direct with Lisa Betts. The Precinct Ground Level 12 Browning Street West End, Brisbane, Australia, Qld, 4101 Tel: 61 7 3004 6666 Emergency: 61 409769875 Fax: 61 7 3337 9987 Email: sales@pulsetravel.com.au Internet: www.pulsetravel.com.au 4.2. Travel Authorisation All travel is to be approved by your direct manager, via email detailing: attendees, purpose, destination, suggested itinerary and cost. The traveller is responsible to ensure that appropriate budget and business need exist. Overall responsibility for the management of the Company s travel budget rests with the Managing Director and CFO. Employees must not change tickets to a lower class to fund their partner or any other family member to travel with them, or to use the difference in cost for any other personal benefit. 4.3. Preferred Airline The preferred airline for domestic and international air travel is based on Best Logical Fare of Day availability, regardless of the individual s airline preference. The only exception being, if you are travelling with an investor, CEO/Managing Director, or a Director who requests a certain airline. 4.4. Domestic Travel Domestic air travel must be booked with the authorised Travel Agent five (5) days prior to scheduled travel. All bookings must be made using the Travel Agent s Online Booking Tool whereby a choice of airlines and best fare of the day options will be provided. Best fare of the day is the cheapest fare available at the time of booking within 30 minutes either side of the requested flight time. The best fare of the day must be booked using the full choice of airlines. Departures should not be made earlier than the same day of business at the destination, except where the airline schedules do not allow the traveller to arrive in time for the first meeting. 4.5. International Travel The travel agent will provide an itinerary(s) that meets policy requirements and also best meets the traveller s business needs. Once the itinerary has been agreed, the travel agent will provide the best fare of 3 P a g e
the day options from the carriers available with service competitive pricing. Best fare of the day is the cheapest fare available at the time of booking within 12 hours either side of the requested flight time/day. 4.6. Travel Booking The travel agent will assist all travellers and travel bookers with all travel requests. A Self Booking Tool is available for all domestic bookings to be made using the Online Booking Tool. Please contact your travel coordinator to have user access and passwords set-up. If you require assistance in using the tool, online user support is available. In the event that travel plans are cancelled after tickets or travel documents have been issued by the Travel Manager, the unused documents must be immediately returned to the Travel Manager for credit. 4.7. Payment Payment for all travel, accommodation and hire car will be made via a corporate credit card held by the travel agent, wherever possible. Meals, transfers and other charges incurred during travel for business purposes are to be reimbursed via an approved Employee Expense Claim with all appropriate receipts and invoices. 5. Travel Benefits 5.1. Frequent Flyer Points Frequent Flyer points, earned by the employee while travelling on behalf of the Group, will remain with the employee. The employee is responsible for ensuring that the points are accurately accumulated and also for any associated tax liability. Frequent flyer points will not be expected to be used for business travel, however, if desired they can be used to upgrade a business purpose flight. 5.2. Lounge Membership Lounge membership fees will be the sole responsibility of the employee and will not be reimbursed by the Company. 5.3. Insurance Employees are covered by the Group s Corporate Travel Insurance policy for authorised business travel. This involves a journey interstate or overseas. The cover is for injury and loss of property whilst travelling. Completed claim forms must be substantiated either a receipt or a police/airline statement (in the case of loss, theft and misplacement). Emergency numbers/cards are available from your travel coordinator. All claims are to be processed by the individual. For further details of the insurance policy and in the event where you are requiring help please advise your travel coordinator and contact the travel agent for assistance. 4 P a g e
6. Accommodation Bookings are to be made via the Group s dedicated Travel Manager (Corporate Traveller), although bookings made via wotif.com or local contacts is also acceptable provided costs are of equivalent or less than those booked through the agent. It is important to remember that cancellation charges may apply and if the travel is likely to change then booking via the travel agent will more likely be the most cost effective method of booking. The Company policy is for travelling employees to stay in preferred accommodation, as competitive rates have been negotiated. Your Travel Agent will be able to advise on best preferred accommodation partners when booking. The accommodation standard is on par with the average cost of the destination accommodation charges and within reason. 7. Car Hire Hired cars should be restricted to the minimum class appropriate for the business purpose. Petrol costs for the hire car are to be reimbursed via an Employee Expense Claim. Use of the employee s personal vehicle for travel is to be approved by your manager. A standard rate of A$0.70 per kilometre is claimable via an Employee Expense Claim to cover petrol and general wear and tear. Non at-fault damage (ie flat tyre, damaged windscreen) to the vehicle will also be claimable from the Company if approved by your Manager. The Traveller can book car hire through the Travel Agent s online tool or directly with the hire car company as approved, and provided the direct booking fee is at a lesser cost than the agent s price. 8. Travel Associated Expenses The Company will meet all reasonable travel expenses as detailed below (receipts are required for all items): Breakfast Lunch Reasonable evening meals Reasonable taxi or other transport expenses. 8.1. Transport and Transfers Taxi and train fares should be receipted and included in your Employee Expense Report. 8.2. Meals 5 P a g e
Whilst away on Company business, the actual and reasonable cost of breakfast, lunch and dinner meals will be reimbursed by the Company. Receipts are required. The following details must be provided on the Employee Expense Report: Place and date Person(s) present Business relationship and purpose Total costs, including tips GST charges, shown separately Legible receipt provided 8.3. Entertainment Business entertainment must be authorised by your Manager and is to be: Fully documented and explained in the Employee Expense Report For a business purpose and not just general goodwill Worth the cost - from a business standpoint The following details must be provided on the Employee Expense Report: Place and date Person(s) present Business relationship and purpose Total costs, including tips GST charges, shown separately Legible receipt provided 8.4. Business Email and Telephone Business communication costs should be kept to a minimum. Costs being claimed are to be fully explained in the Employee Expense Report. The Company will reimburse the traveller for reasonable personal calls when on international trips, requiring more than one night away from home-base. 8.5. Laundry Generally laundry costs will not be reimbursed by the Company, unless there is clear business need. 8.6. Tolls and Parking Tolls and parking charges are to be claimed through an Employee Expense Claim with receipts. Long-term airport parking will not be approved, unless airport, or near airport parking is cheaper than incurring taxi fares. Valet parking will not be approved. 6 P a g e
Hourly charge-rate car parks are not to be used for overnight parking unless there is a financial advantage in doing so. 8.7. Excess Baggage Excess baggage charges of a personal nature will not be reimbursed. Excess baggage charges that are incurred due to items being transferred in relation to a conference or a specific business purpose will be reimbursable with approval. 8.8. Passport and Visa s Where an employee is required to travel for business purposes, all passport and visa expenses will be reimbursable via an Employee Expense Claim. This process is to be discussed with your manager and assistance for the required Passport and Visa will be provided via the travel agent. 9. Excluded Personal Expenses The following incidental expenses, of a personal nature, are specifically excluded from the list of allowable expenses. These should be paid for from your own funds: Mini bar Alcohol (other than a reasonable portion with the evening meal) Tobacco products Entertainment (unless previously approved by the Business Unit General Manager) Any costs incurred for partners Room service and valet charges Tips (unless shown as part of the service charge on the bill) Speeding or parking fines Newspapers/magazines Gifts or personal items 7 P a g e